Grace Technologies is hiring an onsite Executive Assistant for our office in Davenport, IA.

Who You Are

• Customer-focused. You are passionate for finding outstanding solutions to delight and surprise customers. You are committed to exceeding both internal and external customer expectations.
• Dynamically Flexible. You thrive on doing different tasks and look forward to new challenges.
• Innovatively Efficient. You constantly look for ways to make things easier for everyone.
• Meticulous. You are thorough, have a high attention to detail with superior organizational skills to ensure things are done correctly with exceptional quality.
• Quick Learner. You learn duties and requirements of the job within the first three months.
• Team Player. You work well both individually and in team environments.
• Discrete. You know how to protect and manage confidential and sensitive information.
• Tactful and Poised. You are comfortable working with people from all levels of the organization including company executives, owners, and family members.
• Positive and Enthusiastic. You are hardworking, persistent, and dependable, brimming with ideas and hustle.

What You’ll Do

You will support the company, owners, and executive staff by performing administrative duties and responsibilities. Specifically, you will:

• Arrange travel, accommodations, itineraries, and all correspondence related to arrangements as needed for executives, family owners, and select visitors.
• Assist family owners, executive staff, and, at times, other employees with processing and renewal of travel documentation to include domestic passports, foreign passports, visas, letters of invitation, etc.
• Plan, arrange and administer corporate events both in and outside of the workplace such as meetings, tradeshows, luncheons, events, and client dinners.
• Manage the CEO’s calendar with precision, anticipating scheduling needs, resolving conflicts proactively, and ensuring optimal time allocation for strategic priorities
• Prepare memos, letters, internal and external communications, and other documents using word processing, spreadsheet, or presentation software.
• Draft and format memos, emails, presentations, and other internal and external communications using modern productivity tools such as Microsoft 365, ChatGPT, and AI-enhanced writing software
• Perform personal and business-related errands for the owner/CEO, including pickups, deliveries, and various administrative tasks, while maintaining discretion and reliability.
• Assist with the stocking of supplies in office such as snack items, coffee bar, etc.
• Consistently exercise the highest level of confidentiality, discretion, and sound judgment in handling sensitive information and executive-level communications.
• Assist with credit card reconciliation and expense reporting for company owners and executive staff.
• Work with family owners to plan and execute important company events, meetings, company sponsored events, potlucks, VIP dinners, and quarterly company meetings, to include event and presentation facilitation and reconciliation.
• Leads coordination, planning, execution, and reconciliation of company Board meetings to include corporate record keeping, meeting minutes, planning travel and accommodations for Board members and guests, and expense reimbursement.
• Perform other duties as assigned and assist other departments as needed.

What You’ll Need

• High school diploma required, associate’s degree preferred, or equivalent experience.
• 2-3 years of experience working in office support role.
• Good time management skills with the ability to multi-task and prioritize
• Time zone awareness
• Strong analytical and technical competency
• Excellent knowledge of Microsoft Outlook, Word, Excel
• Knowledge and proven usage of AI tools
• Ability to drive and possess appropriate valid driver’s license. Experience using a variety of office equipment for scanning, faxing, copying, printing, etc.
• Demonstrated organizational skills.
• Proficient written and verbal skills

Benefits

• Vacation upon starting
• Safe Harbor 401(k) plan
• Wellness Reimbursement Program
• Profit Sharing Opportunities
• Medical/dental/vision/life/disability insurance packages to fit your needs.
• Entrepreneurial Environment. Flexibility and ability to build a world-class business.
• Regular company events.
• Ample supply of free snacks, drinks, fruit, and gourmet coffee for onsite employees.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or touch objects, tools, or controls. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Who We Are

Grace Technologies is the thought leader in electrical safety product solutions. The GracePort® product is the single most popular panel interface connection used in industry today, the product category of Permanent Electrical Safety Devices (PESDs) was pioneered by Grace. Moving forward, the new GraceSense™ product line is a marriage of preventative maintenance technology and personnel safety techniques. The company’s products are available around the globe via a distribution network and sales presence in 60+ countries. Grace is consistently recognized as one of Iowa's Top Workplaces by The Des Moines Register. https://topworkplaces.com/publication/desmoinesregister/grace-engineered-product/